Executive Secretary & Property Coordinator

Job Summary Employee will provide administrative support to Charlotte Area Command and all locations under the Command, specifically finance and property. Composes, prepares and/or types a wide variety of paperwork including that of a confidential, complex, and/or technical nature with limited supervision and direction such as correspondence, program profiles, contractor meeting minutes, and policies and procedures as directed by the Area Commander.

Employee works closely with all levels within The Salvation Army, Divisional Headquarters and Territorial Headquarters on property related matters, specifically pertaining to insurance claims and reimbursement requests. Employee assists the finance department with assembling information for and follow-up with Reimbursable requests of all kinds.

Essential Functions This job description should not be interpreted as all-inclusive. It is intended to identify the essential functions and requirements of this position. The incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this job description.
• Coordinates information and arrangements for all Contractor meetings.
• Coordinates all aspects of an insurance claim, from filing until completion.
• Schedules and calendars all Insurance Claims meetings, putting together the agenda for all meetings; collects, copies, and collates all reports to be placed in their handout packets; types the minutes of the renovation planning meetings.
• Organizes and prepares the binder of information for all attendees at Contractor meetings. Keeps information in binder updated regularly. Orders food for the meeting, picks up food if necessary and makes sure the meeting room is ready.

EXECUTIVE ASSISTANT AND SUPERVISORY DUTIES:
• Maintains, coordinates, and assigns the needs associated with insurance claims for all locations of the Command.
• Replies to routine correspondence for the area commander as appropriate with insurance companies, DHQ Property and vendors/business associates in connection with renovation work for insurance claims.
• Handle complaints and other inquiries regarding building projects as it relates to contractors on Salvation Army property. Communicates with Army neighbors as needed.
• Conducts preliminary meetings and debriefings with contractors used for building projects.
• Coordinates strategic meetings, when needed, between contractors and Area Command.

PROPERTY DUTIES:
• Report all insurance claims related to property matters to Chesterfield Resources and DHQ. Submit to insurance the necessary documentation to refund any monies owed on claim. Maintain a file on claim until claim is closed.
• Create and produce, for the Area Commanders, monthly claims sheets with pertinent updates.
• Assists the Facilities Department as needed on projects ongoing.
• Communicates with contractors, claims adjusters or other business associates related to Insurance Claims.

LEASE AND AGREEMENT RENEWAL DUTIES:
• Submit all paperwork for any new & renewal leases and any agreements for ALL locations to headquarters for appropriate signatures.
• Maintains all leases/rental agreements for locations associated with Property claims.
• Maintains a list of renewal dates and provides the necessary information to the Area Commander to make informed decisions.
• Once document(s) is signed and executed send copies to the vendor and appropriate departments to DHQ/THQ and keep a copy in local file.

FINANCE DUTIES:
• Works with the finance director to assemble and coordinate necessary documentation to prepare reimbursable requests.
• Obtains copies of all reimbursable packets and forwards all necessary information to the appropriate County, City, Foundation, or appropriate Divisional Headquarters…